TECHBUY SYSTEM TRAINING

Texas Tech University Health Sciences Center

TTUHSC PURCHASING

1) Purchasing Emaila) Sciquest.com emailsb) Correct Email: purchasing@ttuhsc.edu

2) Purchasing websitea) Forms and Resourcesb) Training Documentsc) Bidding and Solicitations

3) Bidding and Solicitations

4) Contract Signature Submission

5) Processing a TechBuy Ordera) Purchase Order Creation b) Required attachmentsc) Required approvals

6) E-Invoicing

7) Receipts

8) Questions and Answer Period

TechBuy System Training Agenda

Purchasing EmailSystem Generated emails – DO NOT hit reply to system generated emails (emails that come from SciQuest). Sciquest emails are monitored by TTU staff and only one HSC staff member. Please create a new email or forward email to Purchasing@ttuhsc.edu

Please make sure to use the correct Purchasing inbox email address: Purchasing@ttuhsc.edu

Purchasing Website

Forms and ResourcesTo access the Purchasing website go to the TTUHSC Webraider page. Select Purchasing Home.

Click the TTUHSC Shoppers button.

The Forms and Resources page can be accessed by clicking on Forms and Resources.

The Forms and Resources area provides access to the most recent versions of the forms, guidance documents, databases/tools, and Purchasing systems.

Training DocumentsThe Training page can be accessed by clicking on Training.

The Training area provides access to the Bid Limits Table, Purchasing Manual, TechBuy Job Aids and TechBuy Training Documentation.

Bidding and SolicitationsThe Bidding and Solicitations page can be accessed by clicking on Bidding and Solicitations.

The Purchasing Department has the responsibility for assisting departments to make the best value acquisition of quality materials and services in accordance with Texas procurement laws. Click on Bid Limits for the Bid Limits Table.

State Purchasing processes differ based largely on the amount and specific type of expenditure.

Contract Signature Submission

To submit a contract for signature that is not directly associated with a TechBuy requisition go to the TechBuy homepage. In the announcements section of the TechBuy Homespage select the Signature Request Icon.

The contract submission document will appear and the fields with the * will need to be populated for submission. If you have any questions or issues please contact contracting@ttuhsc.edu

Processing a TechBuy Order

TechBuy Purchase Order CreationFor complete step by step instructions please access the Purchasing training documentation http://www.fiscal.ttuhsc.edu/downloads/TBM/TOC.pdf

Please see below for a general overview.

Form OrdersFrom the Shopping Home page select the appropriate form for the purchase (Federal Equipment Form, Employee Reimbursement Form, Non-Catalog Form or Standing Order Form).

Complete the full form by filling in each field. The titles that are bolded are the required fields. When all required fields are completed select from the available actions and click go.

Select appropriate actionClick Go

Once all line items are completed you will be taken to your cart to complete the requisition. Click Proceed to Checkout to continue to the requisition.

Click Proceed to Checkout

Complete all fields marked with across the top of the cart. All fields must be marked with a green check to submit the requisition. Please review all fields to verify the correct information has been entered.

All fields must be marked with a green check

For Recurring Payments or Advanced Pays click on the final review tab.

Final Review

Note: A state agency may not pay for goods or services before their delivery to the agency, unless the advance payment is necessary and serves a proper public purpose.

Scroll to the line item you would like to set for recurring or advanced pay. Click the edit button on each line item.

Click edit

Click the appropriate check box and click save.

Click Save

Click appropriate box

Once all fields have been reviewed and have a green check, click Submit Req or Assign Cart.

All fields contain green checks

Click submit requisition or

assign cart

Once submitted you will receive a notification with the requisition number for your records.

Required Attachments• Quote – A valid quote is required to be attached on all requisitions. A quote is

considered to be valid 30 days after the quote date unless an expiration date is stated.

• ICQ (Independent Contractor Questionnaire) – ICQ’s must be attached to orders that an individual is providing a service to the institution.

• COI (Certificate of Insurance) – A COI is required when work/labor/delivery is being provided on the institutions property.

• Artwork – TTUHSC artwork (Seal, Double T, etc.) is to be attached to requisitions when being printed on items (promotional items, lab coats, etc).

Required Approvals• Communications and Marketing – Approval is required on all TTUHSC artwork.

Please allow additional time for Purchasing to route the order to them for approval.

• EH&S – Approval is required on all hazardous and radio active purchases. If the category chemicals and gases-radioactive is selected the order will be automatically routed. If not, Purchasing will request approval from EH&S and will not approve until approval is received.

• Pharmaceuticals – Approval is required from Lee Easterday. If the category Pharmaceuticals is selected the order will be automatically routed. If not, Purchasing will request approval from Lee Easterday and will not approve until approval is received.

Receiving Receipts

The receiving receipt feature allows you to enter receiving in TechBuy. In order to maintain an order’s history, all receiving information for TechBuy purchase orders must be submitted through the TechBuy receiving process. Do not wait to receive an invoice or a request from Accounts Payable to complete “receiving” in TechBuy. Receiving should be completed when goods/services are received. There are two types of receipts that can be entered within TechBuy:

• Quantity Receipt – receipt of item(s)• Cost Receipt – receipt of service(s)

For additional information on required receiving, please review HSC OP 72.09 or call Accounts Payable 806-743-7826.

Creating a Quantity ReceiptTo document the receipt of specific items, select the Create Quantity Receipt option from the Available Actions dropdown box and select Go.

Select Create Quantity Receipt

Click Go

A receipt is created utilizing the information from the purchase order. It includes a header section that contains basic receiving information and a receipt summary section to enter your actual quantities received. The Receipt Summary section is where you will enter the quantity of the items received.

Header

Receipt Summary

See next page for definition of terms

The Quantity field will pre-populate with the remaining quantity to be received for each item. Enter the appropriate quantity. Select “line status” from the drop-down list for each item:

• Received - Receive the quantity entered.• Returned - Return the quantity entered. Used only when instructed by AP

because receipt cannot be reopened. • Cancelled - Do not use.

Select “Actions” for each item:• Remove Line – When creating receipts, be sure to select “remove line” for the

item(s) on the PO that have not been received. Otherwise, all items will appear as received and payment will process for all items.

• Received/Returned – Receive/Return the quantity entered. This is used when an item arrives and immediately returned due to damage, over shipment or any other reason. Department must follow up with vendor.

Once the receiving receipt is accurate, select Complete at the top of the page.

TechBuy will assign a receipt number to the completed document. PLEASE GIVE TIME FOR IT TO PROCESS.

Enter correct Quantity

Remember: Remove line if item

is not received.

Select Complete

Very Important to enter the ACTUAL

DATE the items were received.

Select when removing line(s)

Creating a Cost ReceiptTo document the receipt of services, select the Create Cost Receipt option from the Available Actions dropdown box and select Go.

Select Create Cost Receipt

Click Go

A receipt is created utilizing the information from the purchase order. It includes a header section that contains basic receiving information and a receipt summary section to enter your amount of services received.

Header

Receipt Summary

See next page for definition of terms

The Cost field will pre-populate with the remaining cost for each item. Enter the appropriate cost of the services received. Select “line status” from the drop down list for each item:

• Cost Received - Receive the cost entered.• Cost Cancelled – Do not use.

Select “Actions” for each item:• Remove Line – When creating receipts, be sure to select “remove line” for the

services(s) on the PO that have not been performed. Otherwise, all services will appear as received and payment will process for all services.

• Received/Cancel – Receive/Cancel the cost entered.

Once the receiving receipt is accurate, select Complete at the top of the page.

TechBuy will assign a receipt number to the completed document. PLEASE GIVE TIME FOR IT TO PROCESS.

Enter correct Cost

Select Complete

For additional information on receiving please refer to TechBuy Receiving Tutorialfound at F&A Work Tools tab > Accounts Payable.

Very Important to enter the ACTUAL

DATE the service(s) were received.

Remember: Remove line if service is not

performed.

Select when removing line(s)

e-Invoicing (Electronic Invoicing)Purchase orders are sent electronically via cXML to vendors and invoices are returned via cXML messages. Invoices are matched against the purchase order. When invoices are received in TB they are systematically matched against the order. The matching process checks every single invoice at the line item detail and determines if a price is correct or off-contract. Matched invoices are then posted to Banner for payment. The payment of this invoice will be identified on the general ledger as Banner invoice #V9xxxxxx.

Although departments are not receiving paper invoices or requests from Accounts Payable to complete receiving for invoices received in TechBuy, receiving must still be completed timely (in TechBuy) for all items received.

E-Invoice VendorsHUB vendors listed in parenthesis.

Vendors in parenthesis are HUB vendors

To view an invoice received electronically, select the Invoices Tab and click on the invoice number to review the invoice.

Invoices Tab

Invoice number

When you click on the invoice number it will pull up the invoice summary. The invoice contains useful information, such as, pay status, remit to, check number and payment date

Pay Status

Check number

Remit To

Payment Date

The Payment Information section of the Invoice Summary contains a record number. To identify the type of payment received please use the guide below.

Record number beginning with:• A letter indicates a State payment (Pxxxxxxx).• The number 66 indicates a local payment (66xxxxxx).• A ! Indicates a direct deposit was made (!xxxxxxx).

Questions ?